Campus Safety and Projects Administrative Assistant

Waubonsee Community College•Sugar Grove, IL

1d•Onsite

About The Position

The Campus Safety and Projects Administrative Assistant provides administrative support for campus safety and operational service functions at Waubonsee Community College. The position reports to the Campus Safety Project Manager and supports work-order processing, room and office assignments, project coordination, records, scheduling, communications, and access-control tasks. The role is based at the Sugar Grove Campus; a hybrid option is not available. The stated work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., for 40 hours per week. The college describes its workplace as collaborative and focused on professional growth and student success. The position is not grant funded. Compensation is hourly, with a stated range of $19.33 to $23.29; pay is determined by experience, education, and qualifications. Applications received by the priority review date of 11/14/2026 receive priority consideration, and review continues until the position is filled.

Requirements

High school diploma.
Two years of related administrative or customer service experience.
Microsoft Office computer skills and email and internet competency.
Ability to become proficient in required departmental software.
Ability to work under stress and clearly convey thoughts and instructions verbally and in writing.
Ability to multitask, meet deadlines, and make sound judgments.
Excellent human relations and customer service skills, with the ability to work effectively with a wide variety of people in a dynamic environment.
Ability to pass a background investigation covering employment, education, driving, and criminal records.
Ability to prioritize and work with limited supervision.
Ability to accomplish tasks effectively and efficiently within specified timeframes.
Interest in learning, growth, and functioning in a team environment.
Ability to maintain strict confidentiality.

Nice To Haves

Bilingual in Spanish.

Responsibilities

Perform daily administrative support duties as delegated by the Campus Safety Project Manager.
Assist with reviewing, assigning, updating, and ensuring completion of work orders through the Service Desk and Windex Record (Teams) systems.
Maintain and update the room assignment database.
Coordinate and communicate office improvement projects with the Project Specialist and Project Manager.
Maintain and update office assignment name cards.
Learn or use building floorplans and evacuation maps and help maintain their accuracy.
Assist with material purchases from resource vendors through the Purchasing Supervisor.
Collect construction-project close-out documents and ensure they are correctly added to the digital construction document archive.
Maintain calendar events and schedule reminders for the Campus Safety Project Manager.
Coordinate meetings, including rooms and participants; prepare agendas and record minutes.
Track communications with stakeholders and key parties and provide project updates promptly.
Generate, update, and maintain reports, spreadsheets, documents, and meeting summaries, and manage filing systems.
Answer telephone calls, take messages, and respond to inquiries within the assigned scope of responsibility.
Assist with programming and monitoring access controls as needed.
Perform other duties as assigned to support the Campus Safety Project Manager.